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OFFICE COORDINATOR - OPTION 2

We continually strive for a workforce that reflects the growing diversity within the State of Illinois.  A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public.  Bilingual skills welcome

Reasonable Accommodation Statement

Persons with disabilities are provided reasonable accommodations throughout the hiring process and during performance of all job duties.  Please email the Central Management Services Disability Resource Center at CMS.DisabilityResCen@illinois.gov or call (217) 524 - 7514 for further information and to request an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status).  To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Jun 7, 2021
Location: 

Collinsville, IL, US, 62234-6102

Job Requisition ID:  3950

Agency:  Illinois State Police  
Closing Date/Time:  06/18/2021 
Salary:  $3,188 - $4,376 / MONTHLY 
Job Type:  Salaried Full Time 
County:  Madison 
Number of Vacancies:  1 
Plan/BU:  RC014 

 

Collective Bargaining Agreement language applies to this requisition:
We are currently transitioning away from a paper application process to an electronic application process. This position has not been transitioned. Please follow the directions below when applying to this position.

 

DO NOT APPLY ONLINE

**DO NOT CLICK THE APPLY BUTTON**

 

CMS100/B Employment Application and all applicable documentation should be submitted to the Agency contact listed below.

 

Posting Identification #

3950

About this position

Under direction of the Southern Investigative Commander, and in accordance with a wide variety of specialized and standard departmental, division, and office policies, performs complex, specialized and technical clerical/typing support functions for the Division of Internal Investigation. Transcribes highly confidential tape-recorded conversations and prepares documents from a variety of designated sources in support of the Collinsville and DuQuoin offices. Serves as fleet and inventory custodian for the Southern Command. Maintains travel and training expenditures; serves as receptionist. Attends meetings and travels between Collinsville and DuQuoin offices in the performance of these duties.

Job Responsibilities

35% 1. Keyboards highly confidential and complex investigative and administrative reports, correspondence and memoranda; keyboards general business memoranda, investigative work and court ordered overhears; reviews and updates all changes in policy and procedures; proofreads reports and maintains files and a tickler system to ensure updated case review, composes correspondence to agencies indicating division's acceptance for investigation of referral allegations; prepares status letters for all Southern Command cases; transcribes specialized and confidential tape recorded conversations while determining different voices and tones of involved participants during lengthy question and answer discussions; maintains personnel files and investigative files for Southern Command.

20% 2. Serves as receptionist greeting and screening guests at the Collinsville office. Answers the main office telephone lines used by the public and responding to questions reference ISP complaint processes. Requires daily  communication with custodial service staff as well as CMS maintenance personnel. Opens and distributes all incoming and outgoing mail. Prepares investigative case packets for ISP and other state agencies; prepares monthly calendars and schedules; maintains rosters and phone listings; maintains training log and file system to track mandatory annual training for office personnel and enters into LMS.

15%  3. Serves as inventory custodian for the Collinsville and DuQuoin offices. Performs ongoing inventory transactions through the MCM Software program. Maintains a listing of all office inventory as well as a breakdown of all office personnel's individual inventory. Performs annual certification of inventory, completes quarterly inventory reconciliation and reconciles quarterly inventory reports. Travels between Collinsville and DuQuoin offices in the performance of these duties.

10%  4. Serves as the fleet coordinator for the Collinsville and DuQuoin offices of the Division of Internal Investigation. Maintains records to ensure registration and maintenance of vehicles is up to date. Ensures all necessary paperwork and forms are completed and properly disseminated. Assists in coordination of vehicle estimates and repairs. Assists with weekly compilation and reconciliation of gas purchases for vehicles assigned to the Collinsville and DuQuoin offices. Attends meetings and travels between Collinsville and DuQuoin offices in the performance of these duties.

(Job Responsibilities continued)

10%  5. Maintains sworn personnel timekeeping records for the Southern Command officers. Enters all sworn timeoff codes. Prints and disseminates bi-monthly stat reports and reconciles timekeeping balances. Completes the Southern Command office overtime and compensatory time reports for the department's timekeeping records.

5%  6. Prepares travel vouchers for reimbursement of expenditures to area personnel. Assists command staff in budget projections and control. Develops database, spreadsheet, or word processing records to maintain travel and training expenditures.

5%  7.  Other duties as assigned or required.

Knowledge, Skills, and Abilities

  • Knowledge, skill and mental development equivalent to two (2) years of secretarial/business college, or completion of high school and two (2) years of relaled office experience or two years of independent business experience.
  • Extensive knowledge of office practices, procedures, and programs. Requires extensive knowledge of composition, grammar, spelling and punctuation.
  • Extensive knowledge of the Microsoft software applications.
  • Ability to follow oral and/or written instructions.
  • Ability to operate commonly used manual and automated equipment and perform routine maintenance.
  • Skill in keyboarding at 30 wpm.

Employment Conditions

  • Successfully pass a background check
  • Successfully pass a drug screen
  • Valid and current driver's license

About the Agency

The Illinois State Police strives for excellence seeking to be one of the premier policing agencies in the country.  Our core values are Integrity, Service, and Pride.  We are seeking individuals with similar values to join us on our mission to promote public safety.

Work Hours:  8:30a - 5p (Monday - Friday)  
Work Location: 1100 Eastport Plaza Dr Collinsville, IL 62234-6102  
Agency Contact:  
ISP.JobPostings@illinois.gov  

Job Function:  Clerical and Administrative Support  

 

CANDIDATES MUST SUBMIT A SEPARATE BID FORM (as applicable) AND CMS-100/B FOR EACH POSTED VACANCY APPLIED FOR. 

 

APPLICATION INSTRUCTIONS

DO NOT APPLY ONLINE.

 

Submit completed application via email (include Job Requisition ID in Subject line) to:

ISP.JobPostings@illinois.gov  

or mail your application to:
Illinois State Police

Office of Human Resources 
801 S. 7th St., Ste. 700 Annex
Springfield, IL 62703

 

Current State Employees:

  • Seeking a Promotion – Submit an Official Position Vacancy Bid Form and CMS-100B Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • Older versions of the CMS-100B will not be graded or returned to applicants. 
    • Failure to complete and submit the new CMS-100B(version dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Transfer – Submit an Official Position Vacancy Bid FormTransfer Request, and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisition ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

 

  • Seeking a Reduction - Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requisiton ID # or your bid will be rejected.  
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

 Former State Employees:

  • Submit an Official Position Vacancy Bid Form and CMS-100 Employment Application (version dated 9/2020 or after) to the Agency Contact address listed above.
    • A separate Bid form and Application is required for each Posting Identification#/Job Requistion ID # or your bid will be rejected. 
    • Failure to complete and submit the new CMS-100 (version dated 9/2020 or after) will result in your application being rejected.

 

Non-State Employees:

  • Submit a CMS-100 Employment Application (version dated 9/2020 or after)and official college transcripts(Where applicable) to the Agency Contact address listed above.
    • Documentation is required for each Posting/Bid ID or your application(s)will be rejected.  
    • Failure to complete and submit the new CMS-100 version (dated 9/2020 or after) will result in your application being rejected.

The ISP is a Drug Free Workplace